Comprehensive Technical Manual
User Manual
Complete technical documentation covering all platform features, advanced procedures, and API integrations.
This comprehensive manual covers all aspects of using Gulf-O-Flex Assist, from basic operations to advanced features, API integrations, and technical procedures.
Getting Started
Quick Start: New to Gulf-O-Flex Assist? Begin with the dashboard tour and basic calculations to familiarize yourself with the interface.
Account Setup & Authentication
- Navigate to
/registerand create your account with email verification - Verify your email address via the confirmation link sent to your inbox
- Complete your profile at
/profilewith relevant project information - Access the main dashboard at
/dashboardto explore available tools - Set up two-factor authentication for enhanced security (optional)
System Requirements
- • Modern web browser (Chrome 90+, Firefox 88+, Safari 14+, Edge 90+)
- • Stable internet connection for real-time features
- • JavaScript enabled for interactive components
- • Minimum screen resolution: 1024x768
Core Features
Central Dashboard
Your command center for all Gulf-O-Flex operations.
- • Real-time system statistics and health monitoring
- • Quick access to recent calculations and projects
- • Performance metrics and usage analytics
- • System notifications and updates
- • Navigation hub to all features and tools
Thickness Calculator
Advanced insulation thickness calculations with session management.
- • Input pipe diameter, temperature, and operating conditions
- • Select from comprehensive material database
- • View detailed calculations with engineering formulas
- • Save calculations with custom names and comments
- • Export results to PDF, Excel, or CSV formats
- • Session history management and retrieval
AI Chat Assistant
Multi-modal AI assistant with specialized engineering knowledge.
- • Technical questions about insulation and MEP systems
- • Image analysis for piping systems and installations
- • PDF document analysis and extraction
- • Calculation assistance and verification
- • Installation guidance and best practices
- • Session management with conversation history
- • Integration with professional AI systems for accurate responses
Project Management
Comprehensive project organization and tracking system.
- • Create and manage project portfolios
- • Upload Excel templates for bulk data import
- • Track calculation history and revisions
- • Generate comprehensive project reports
- • Share projects with team members
- • Project progress monitoring and milestones
Advanced Features
MEP Academy Integration
Full-featured learning management system integrated with the platform.
- Browse comprehensive course catalog at
/mep-academy - Enroll in courses with automated progress tracking
- Access interactive course materials and resources
- Track learning progress with detailed analytics
- Download certificates upon successful completion
- Access course materials and supplementary resources
- Integration with user profile and achievement system
Business Central Integration
Seamless integration with enterprise systems for data access and management.
- Access customer and vendor information through secure connections
- View sales orders and invoice data in real-time
- Browse item catalogs and inventory information
- Integration with financial data and reporting systems
- Secure authentication with enterprise credentials
Compliance & Reporting
Advanced compliance checking and automated reporting capabilities.
- Submit compliance jobs through the user interface
- Track progress of compliance checks in real-time
- Automated report generation and delivery
- Integration with external compliance verification systems
- Historical compliance tracking and documentation
Voice Assistant Integration
Voice-activated assistance for hands-free operation and remote support.
- Voice commands for calculations and system navigation
- Phone-based assistance for remote project support
- Speech-to-text capabilities for documentation
- Integration with communication systems for team collaboration
Step-by-Step Procedures
Using the Chat Assistant
Starting a Chat Session
- Navigate to the Chat AI section from the main menu
- Click "New Chat" to start a fresh conversation
- Type your question or request in the message box
- Your conversation will be automatically saved
File Upload and Analysis
Uploading Images for Analysis
- In the chat interface, click the attachment icon
- Select "Upload Image" and choose your file (JPG, PNG, GIF, WEBP supported)
- Add a description or question about the image
- Click send - the AI will analyze and respond with insights
- Maximum file size: 10MB per upload
PDF Document Analysis
- Click the attachment icon in the chat
- Select "Upload PDF" and choose your document
- Ask specific questions about the document content
- The AI will extract and analyze relevant information
- You can ask follow-up questions about the same document
Managing Calculations
Saving and Loading Calculations
- Complete your calculation in the thickness calculator
- Click "Save Session" and provide a descriptive name
- Access saved calculations from "My Sessions" in the sidebar
- Click on any saved session to reload the calculation
- Export results using the "Download" options (PDF, Excel, CSV)
System Status Monitoring
Checking Service Availability
- Visit the System Status page from the support menu
- View real-time status of all platform services
- Check historical uptime and performance metrics
- Subscribe to status updates for service notifications
Feature Usage Guide
Platform Navigation
- Dashboard: Central hub for all activities and quick access to recent work
- Calculator: Advanced thickness calculations with material selection
- Chat AI: Intelligent assistant for technical questions and analysis
- Projects: Organize and manage multiple calculation projects
- MEP Academy: Access training courses and educational materials
- Support: Help resources, documentation, and contact options
Data Management
- Auto-Save: Your work is automatically saved as you progress
- Session History: Access all previous calculations and chat sessions
- Export Options: Download results in multiple formats for reporting
- Project Organization: Group related calculations under project folders
- Sharing: Share calculations with team members via secure links
File Manager System - Complete Technical Guide
The File Manager is a comprehensive document management system with hierarchical organization, version control, access management, and sharing capabilities. This guide covers all aspects of the system.
System Architecture & Structure
The File Manager uses a three-tier hierarchical structure for optimal organization:
Level 1: Departments
- • Top-level organizational units (e.g., Engineering, Sales, Projects)
- • Admin-only creation and management
- • Custom color coding for visual identification
- • Department-level statistics and analytics
- • URL:
/bd-files
Level 2: Folders (Products)
- • Sub-categories within departments
- • Support for codes, categories, and descriptions
- • Status tracking: Active, Discontinued, Archived
- • Folder-level metadata and statistics
- • URL:
/bd-files/{department-slug}
Level 3: Files
- • Individual documents, images, videos, and files
- • All file types supported (max 500MB per file)
- • Version control and comprehensive metadata
- • Access control: Private, Department, Public
- • URL:
/bd-files/{department-slug}/{folder-slug}
Creating Departments (Administrator Only)
ADMIN ONLY
Step-by-Step Process:
-
1
Navigate to File Manager
Access from Dashboard → File Manager or direct URL:
/bd-files -
2
Click "Create Department"
Located in header section, visible only to administrators
-
3
Fill Department Information
Required Fields:
- • Department Name: Clear, descriptive name
Optional Fields:
- • Description: Purpose and scope
- • Color: Hex color (default: #6366f1)
-
4
Submit and Verify
Click "Create" - system validates and creates department with auto-generated slug
Technical Details:
- • API Endpoint:
POST /bd-files/departments - • Slug auto-generated from department name
- • CSRF protection enabled
- • Returns JSON with success/error status
Creating Folders
Step-by-Step Process:
-
1
Navigate to Department
Click department card where you want to create folder
-
2
Click "Create Folder"
Button in header, auto-associates with current department
-
3
Complete Folder Information
Required:
- • Folder Name: Descriptive name
Optional:
- • Folder Code, Category, Description, Status
-
4
Create and Navigate
Submit to create folder with auto-generated slug
API Details:
- • Endpoint:
POST /bd-files/products - • Department relationship auto-established
- • Status defaults to "active"
File Upload - Complete Guide
Three Upload Methods
METHOD 1 Drag & Drop Upload
- 1. Navigate to desired folder
- 2. Click "Upload File" button
- 3. Drag file from computer onto dropzone
- 4. File automatically selected, preview appears
- 5. Complete form and submit
METHOD 2 Browse Files
- 1. Click "Upload File" button
- 2. Click "Browse Files" in modal
- 3. Select file from system dialog
- 4. Complete form and submit
METHOD 3 Click Dropzone
- 1. Open upload modal
- 2. Click anywhere on dropzone area
- 3. File browser opens automatically
- 4. Select and upload
Upload Form Fields Reference
1. File Selection (Required)
- • Max size: 500MB
- • All file types accepted
- • Preview shows after selection
2. File Title (Required)
- • Auto-filled from filename
- • Editable display name
3. Description (Optional)
- • Detailed file information
- • Purpose and context
4. Tags (Optional)
- • Comma-separated keywords
- • Example: "mechanical, hvac, specs"
- • Improves searchability
5. Version Number (Optional)
- • Track file revisions
- • Example: "1.0", "2.1.5", "Rev A"
6. Access Level (Required)
- • Private: Only uploader
- • Department: Department members
- • Public: Anyone with link
7. Expiration Date (Optional)
- • Auto-archive after date
- • Tracked in statistics
8. Comments (Optional)
- • Additional notes
- • Upload instructions
Upload Process Flow
1
Client validation (size, type)
2
POST to
/bd-files/store3
Server validation & security checks
4
File stored (local/cloud)
5
Database record created
✓
Statistics updated, redirect to folder
File Management Operations
Viewing Files
- 1. Click file card in folder
- 2. Details modal opens
- 3. View preview, metadata, stats
- 4. Check downloads, version, dates
Downloading
- 1. Click three-dot menu
- 2. Select "Download"
- 3. File downloads to device
- 4. Count auto-tracked
Sharing Files
- 1. Click menu → "Share"
- 2. Copy shareable link
- 3. Generate QR code
- 4. Set access permissions
Editing Metadata
- 1. Open file details
- 2. Click "Edit" button
- 3. Modify title, tags, etc.
- 4. Save changes
Deleting Files
- 1. Click menu → "Delete"
- 2. Confirm action
- 3. File permanently removed
- ⚠️ Cannot be undone!
Searching Files
- 1. Use search bar in header
- 2. Search by name or tags
- 3. Filter by file type
- 4. Sort results
Statistics & Monitoring
System-Wide
- • Total files
- • Total storage used
- • Public files count
- • Expiring soon (30 days)
Department Level
- • Department file count
- • Department storage
- • Public files in dept
- • Expiring files
Folder Level
- • Files in folder
- • Folder size
- • File type distribution
- • Recent activity
File Level
- • Download count
- • View count
- • Last accessed
- • Share count
Best Practices
Organization
- ✓ Use clear, descriptive names
- ✓ Create logical hierarchy
- ✓ Use consistent naming
- ✓ Archive instead of delete
File Management
- ✓ Add comprehensive descriptions
- ✓ Use tags extensively
- ✓ Set version numbers
- ✓ Use expiration dates
Security
- ✓ Set appropriate access levels
- ✓ Use Private for sensitive data
- ✓ Regularly audit public files
- ✓ Review permissions regularly
Performance
- ✓ Compress large files
- ✓ Use appropriate formats
- ✓ Clean up old files
- ✓ Monitor storage usage
Supported File Types
Documents
- • PDF (.pdf)
- • Word (.doc, .docx)
- • Excel (.xls, .xlsx)
- • PowerPoint (.ppt, .pptx)
- • Text (.txt, .rtf)
Media Files
- • Images (.jpg, .png, .gif, .svg)
- • Videos (.mp4, .avi, .mov)
- • Audio (.mp3, .wav, .ogg)
Technical Files
- • CAD (.dwg, .dxf)
- • Archives (.zip, .rar, .7z)
- • Code files (all types)
- • And many more...
Security & Best Practices
Account Security
- Use strong, unique passwords for your account
- Enable email verification for account security
- Log out when using shared or public computers
- Keep your contact information updated for security notifications
- Report any suspicious activity to our support team immediately
Data Protection
- Your calculations and files are securely stored and encrypted
- Regular backups ensure your data is protected
- You have full control over your data export and deletion
- All file uploads are automatically scanned for security
- Your personal information is handled in compliance with privacy regulations
Platform Usage Guidelines
- Save your work regularly to prevent data loss
- Use descriptive names for saved calculations and projects
- Organize your projects into logical groups for easy access
- Keep file uploads under the size limits for optimal performance
- Use the chat assistant for technical guidance and support
Troubleshooting
Common Issues
Calculator not loading
Clear your browser cache and cookies, check internet connection, and refresh the page. If the issue persists, try using a different browser.
AI Chat not responding
Verify your internet connection and try creating a new chat session. Check the system status page for any service interruptions.
File upload failures
Ensure your file is under 10MB and in a supported format. Check your internet connection stability during upload.
Session timeout issues
Sessions expire after periods of inactivity for security. Save your work frequently and log back in when prompted.
Login or Access Problems
Verify your credentials, check if your email is verified, and ensure you're using the correct login page. Contact support if issues persist.
Performance Tips
- • Use the latest version of your web browser for best performance
- • Close unnecessary browser tabs to free up memory
- • Check the system status page before reporting issues
- • Clear browser cache if you experience display issues
- • Ensure stable internet connection for file uploads
- • Use smaller image files when possible for faster processing
Getting Support
Need additional help? Our comprehensive support system is available:
Self-Service Options
- • Support Center - Comprehensive help resources
- • FAQ - Frequently asked questions
- • API Documentation - Technical reference
- • System Status - Real-time service monitoring
Direct Support
- • Email: support@gulf-o-flex.com
- • Phone: +971-XXX-XXXX
- • 24/7 Emergency Support
- • Live Chat: Available during business hours
For Technical Issues: Include your account details, description of the issue, and steps you've already tried for faster resolution.